The Lost Meaning of Words

Some of the best ideas come when you’re lounging around in your socks. Not in the shower, but during something mundane. This idea struck me (and Leigh, too) at the kitchen table: certain words need to take a long break starting in 2025. These overused words have lost their impact, leaving readers numb to their meaning. Their overuse reveals a bigger issue in how language is used across marketing and media.

Marketing Words Targeting Emotions

We see them everywhere. Words so overused and misapplied they’ve become hollow. I’m not a linguistic anthropologist, but it’s clear writers didn’t plan for this. Repetitive marketing drained these words of meaning. Instead of genuine emotion, we see shallow attempts to spark an easy sale. Think about where you’ve seen these words:

• Evil
• Hero
• Fatal Mistake
• Unprecedented
• Epic
• Literally
• Explosive
• Bombshell

Each of these words has been subjected to semantic bleaching, robbing them of their original power.

Semantic Bleaching: The Death of Definitions

Journalists and marketers stripped these overused words of meaning by churning out content with emotional labels rather than information. Headlines and clickbait rely on these terms to box ideas into neat packages for a brand’s agenda but at the cost of their relevance. Busy consumers bombarded with these words, accept them without question, turning powerful language into empty shells.

The result? A meaningless parade of buzzwords constantly recycled and reused. This isn’t a critique of modern journalism, though. It’s not about how opinion masquerades as news, where anyone with a blog could claim to be a journalist. Instead, it’s about communication. Words once carried history, intention, and value, but misuse has left them flimsy today. Semantic bleaching of words has reduced their value in communication. Let’s take a closer look at some specific examples, starting with the word “evil.”

What Does Evil Mean Anymore?

The word evil traces back to old Germanic roots. Horror movies built entire genres on this term because it reflected a shared moral framework. From lifeless undead hordes looking to consume to the immoral worshipers of darkness, hell-bent on the destruction of the world. Evil rooted its way into entertainment as a dopamine hit of jump scares. According to the Stanford Encyclopedia of Philosophy, evil once described as disease, misfortune, or depravity, was always tied to a value system that evolved over time.

Today, in media, we toss evil around to describe everything from a heinous crime to someone we disagree with. The reverence this word once commanded has eroded into something trivial. The same erosion applies to the word “hero,” which has now lost much of its meaning.

Hero Has Lost Its Shine

Unlike evil, the word hero irks me. It’s everywhere, and it’s meaningless. Doctors? Heroes. Teachers? Heroes. Soldiers? Heroes. Even someone eating a ham sandwich? This is the only one that is a hero in this shortlist. I mean the ham sandwich, of course. America has a hero-worship problem. We overuse the word hero so much it now applies to everyone and no one at the same time. Here’s an opinion from 2007 in the New York Times as an example.

The original Greek word, ἥρως (hērōs), described someone extraordinary, like Hercules. Today, the hero rarely aligns with Merriam-Webster’s definition. Instead, it’s become a participation trophy for existence. Heroes are as mass-produced as the ball-point pen, quickly hailed and just as quickly disposed of. The word lacks gravity now, similar to the phrase “fatal mistake” which is next.

Fatal Mistake Gets Overplayed

Fatal mistake should pack a punch, but it’s become a cliché. We see it plastered across headlines and YouTube thumbnails, often describing minor errors. Creators label every misstep a fatal mistake, watering down its meaning to the point of absurdity. While some fatal mistakes truly qualify, like Darwin Award candidates, this phrase has been so overused that it’s lost its gravity. The same can be said of “unprecedented,” a word that rarely lives up to its name anymore.

Unprecedented Is No Longer Unique

Unprecedented only applies the first time something happens. Once it becomes routine, it sets a precedent. Yet marketers keep insisting that ordinary events are unprecedented, making the term feel stale. Even as a pattern or series of epic happenings, it’s no longer unprecedented, since the precedent was set by an event already. This leads me to another point, that while it may be a grand event, it also might lose being epic for the same reasons.

Epic Is Just Beige

Epic once described grand and heroic feats or remarkable stories. In the modern day, we see epics in films like Star Wars or books The Lincoln Highway by Amor Towles. That’s not the epic I’m talking about. Using “epic” as a descriptor attached it to the most mundane experiences. Instead of impressing anyone, this word has the same impact as beige paint in an eggshell-colored room.

There are plenty of epic examples that can be given. There are a series of marketed events like this article from Zoho, demonstrating the literally not-so-epic. Let’s not forget the word “literally,” which has undergone perhaps the most ironic shift of all.

Literally An Overused Word That Means Nothing

Literally used to mean exactly or precisely. Today, it also means not literally. Somehow, this overused word now contradicts itself, bouncing between exaggeration and exactness. The result? Total confusion. Other words like “explosive” suffer from a similar lack of impact or literalness.

Explosive Has Burned Out

Explosions are exciting, but describing everything as explosive has dulled its effect. Marketers slap it onto headlines to grab attention, yet most content doesn’t deliver the promised boom. Likewise, the word “bombshell” misfires more often than not.

Bombshell Misfires Every Time

Like explosive, the word bombshell has become a hollow exaggeration. Writers throw it into headlines for shock value, but the actual content rarely delivers. This brings us to a broader reflection on how language evolves over time.

Words Drift Over Time

Words evolve, but overuse words that are misused speed up the declining value of a word. In technical and scientific writing, I carefully choose my words to maintain accuracy. A single misplaced synonym can derail meaning and undermine my expertise. Whereas in media, writers use words to evoke emotion, not precision. Constantly hammering audiences with emotionally charged terms robs these words of their power. Stripped of meaning, they fade into white noise.

Endless waves of junk bombard consumers daily, turning buzzwords into a tool of exhaustion. Every headline screams for attention, framing everything as the next big crisis. Consumers, overwhelmed by one-minute videos and sound bites, find their attention spans shrinking. This steady erosion of meaning spreads across media and infects everything it touches. The solution is simple: let these words rest in peace.

HOW TO RETURN A PROPOSAL TO AN AGENCY

The Recipe for Returning a Proposal

Every agency provides a clear outline for submitting bids or responses to requests for proposals (RFPs). As a vendor, you must follow these instructions carefully to ensure the agency can fairly evaluate your submission. If you want to supply products or services to taxpayers, you need to understand exactly what the agency requires and how to meet those expectations. That’s why it’s important to follow the recipe to return a proposal to an agency.

Response Package Requirements

I wrote how to lay out a response to an RFP in another blog post. Agencies have specific requirements for submitting response packages as well. You as the vendor are responsible for following the directions to return the proposal to an agency correctly. Some accept online submissions, while others require physical copies. When hard copies are necessary, the agency will specify how many documents you need to include. These often include:

1. An original submission.
2. Paper copies, stamped as “copies”.
3. An electronic version of the full package.

Even though physical submissions are becoming less common, some agencies still use them. If you’re preparing one, pay close attention to their detailed instructions like in Figure 1, below.

Basic Bid Package Submissions

What to Include When You Return A Bid

Submitting a bid usually involves straightforward steps. Agencies provide pricing sheets and lists for you to complete. Here’s what you can typically expect:

1. A breakdown of pricing for products or services
2. Product samples (e.g., jerseys, t-shirts)
3. A document confirming how long your pricing will remain valid

Bids are simpler than proposals, focusing mainly on products and prices.

RFP Response Submissions

Key Components of an RFP Response

Unlike bids, RFP submissions can vary significantly depending on the agency. They explicitly list the required documents, and failing to follow their instructions may disqualify your proposal. Here’s a basic list of what agencies often request:

1. A cover letter
2. An executive summary
3. The main proposal response
4. Completed government forms
5. Proof of insurance
6. References

Tips for Preparing RFP Templates

Each RFP includes a detailed checklist. By creating templates for common sections, you can quickly customize your responses for different proposals. (I’ll cover this process in a future post.)

Breaking Down the Requirements

In my blog post How to Lay Out a Response to an RFP, I explained how to structure a basic proposal. Every RFP includes detailed instructions about what to include, how to format it, and the number of copies to submit. Agencies also specify the deadline for submission and whether you can include additional materials like marketing brochures.

How to Organize the Response Package

Agencies always outline how they want the response package organized. Let’s break down a typical example:

• One original copy

Mark the front cover as “Original” and ensure it’s a high-quality (600 dpi) print with all original signatures. Use crisp graphics and clear images to make your proposal stand out.

• One electronic copy

Provide a digital version of the original submission on a CD or thumb drive. Make sure it matches the printed original and is also high-resolution (600 dpi).

• Five complete copies

Include five copies of the original submission, clearly marked as “Copy.” This prevents any confusion during the evaluation process.

Key Details for Submission & Common Pitfalls to Avoid

Agencies also outline how to organize the contents of your response package. For example, they may require:

1. The signed and completed RFP solicitation document.
2. Original and copied forms, certifications, or other documents.
3. A clear indication of which signatures need to be original ink (only on the “Original” version).

Ensure your original submission is complete before creating copies to avoid errors.

Final Thoughts

Submitting a proposal to an agency can feel like navigating a maze, but following their instructions ensures your bid gets noticed. Focus on accuracy, organization, and quality to make a strong impression.

Ready to perfect your proposal? Stay tuned for my next blog, where I’ll share tips on creating reusable templates to save time and streamline your process.

Responding to Request for Proposal (RFP)

You’ve signed up to work with the government—congratulations! As a small business, you now have access to dozens of agencies looking for services like yours to benefit taxpayers. But how do you go from just being signed up to landing a contract? You’ll either submit a bid or a proposal in response to a request for proposal (RFP).

Basic Guide To Responses

If you’ve made it this far, you probably know the difference between the two. But here’s the big question: Do you know how to write a winning response? Ready to learn the basics in responding to a request for proposal (RFP)? This blog post will walk you through the basics of responding to a request for proposal in general terms. We’ll dig into how to structure your response so you can check all the boxes and impress the agency. Let’s dive in!

How to Lay Out a Response

Every government request comes with a specific “recipe” to follow when submitting a response to the request for proposal. For this blog, we’re focusing on proposals because they tend to be the most complex. These “recipes” (aka submittal requirements) are outlined directly in the request document. As a vendor (that’s you!), it’s your job to follow these instructions to the letter. For example, check out the Submittal Requirements in Figure 1. These instructions guide you on how to organize and deliver your response to a request for proposal, step by step.

The Basic Cover Letter To Include With Your Proposal

Every proposal starts with a cover letter. This is your introduction—a snapshot of who your business is and the legal details the agency needs. In many cases, the cover letter will need to include specific information, as seen in Figure 2.

Cover Letter Basics For A Response

A one or two page cover letter will need introduce basics of your business and need to cover legal information. Keep your cover letter short and to the point.

• Company name and DBA (if applicable)
• A brief overview of your understanding of the objectives and your ability to meet the Statement of Work (SOW).
• Contact details for key personnel.
• Contact person’s name, phone number, and email
• Physical address
• Key project personnel
• Term your pricing is valid for (meaning dates from/to)

Your Business’s First Impression

Think of it as your business’s handshake: concise, clear, and professional. Avoid dragging it out—you don’t want to risk getting your proposal buried at the bottom of the pile. And remember, this isn’t just a formality. The cover letter is a legal document, so double-check that it’s thorough and accurate! Here’s a basic example for the layout of a cover letter.

How to Lay Out a Proposal

Typically, an agency will tell you exactly how to lay out the proposal and what’s allowed in it. I’m going to take you through an example to show you of what a responding to a request for proposal looks like. Let’s review a sample proposal request Figure 3. This example outlines all the key elements: format, order, and requirements. Breaking it into smaller sections, we can see it’s clear and straightforward.

Responding to Request for Proposal (RFP) Quality

The agency in this example requests one copy of the proposal, delivered as a PDF to an administrative contact. Specific submission instructions (e.g., email address or upload portal) are typically provided in the request.

Required Submittals With The Proposal

If your proposal includes sensitive or proprietary data, you may need to submit two versions: a full proposal and a redacted copy. Proposals become public records, so it’s up to you—not the agency—to protect confidential information. Both versions should be clearly marked and submitted as a single PDF, with the redacted copy indicated.

General Information In Proposals

This section is like an autobiography for your business. Provide:

• A description of your company’s background.
• Relevant experience, highlighting similar work you’ve done.
• Details about the personnel and subcontractors involved, including resumes and certifications.

Legal and timeline requirements may also appear in this section. For instance, include your estimated work schedule and initial project milestones.

Additional Info Required

Finally, take advantage of any “additional information” sections (like part n in the example). This is where you can shine—highlighting community involvement, unique qualifications, or accolades that set your business apart.

Customer Support

This section addresses how you’ll support the agency during its hours of operation. Outline your processes for communication, file sharing, and collaboration to show that you can meet their needs seamlessly.

Project Costs

When detailing costs, be strategic. For example, if the initial term is one year with an option to renew, think about the long-term value of your pricing. It might be worth weighing short-term profit against the potential for ongoing business.

If travel is part of the plan, check out resources like the GSA website, which offers guidance on government cost plans.

Wrapping Up General Layout Of A Response

Writing a proposal is both an art and a science. Every proposal is different, requiring you to balance the agency’s needs with how you showcase your business’s strengths and offerings. When preparing your first government proposal, keep these key points in mind:

1. Follow the instructions exactly. No exceptions.
2. Highlight your unique qualifications clearly and confidently.
3. Make it easy for the agency to see how you’ll add value to their project.
4. Make it clear why your business is brings the right solutions to the taxpayer’s problems.

More To Come About Creating A Response

And that’s it for part one of this two-part series! In the next post, we’ll break down additional tips and examples to help you master the art of proposal writing. Stay tuned and happy bidding!

Would you be gobsmacked if I told you you could apply online with an ATS-friendly resume?

Yes, that is correct, I said an ATS-friendly resume.  It is possible to apply online, with a single resume, and that will prefill in those pesky boxes for you.  I bet you’re wondering how.  Well pull up a chair and let me delight and amaze you.

First, and foremost, it needs to be laid out what the problem is that you’re running into with online application.  Now, I’m talking about the type of online application that requires you upload your resume, then fill in multiple pages of information.  Not the once and done upload.

Applicant Tracking Systems

It’s soul-crushing to upload a resume online, only to see that it does it incorrectly or leaves everything blank.  There’s a reason this is happening to you.  The system they are using is called an Applicant Tracking System. Here’s where I’m going to lay out for you the process and reasoning.

Firstly, you need to know what these systems are.  Applicant Tracking Systems (ATS) are Human Resource (HR) software suites that allow business to automate their hiring process, track candidates, and match candidate profiles to job openings.

Next, you need to understand how it works.  Now there are several ways these ATS systems work so here’s the simplest explanation.  Basically, these software systems allow business to source candidates, post vacancies on job boards, publish vacancies to social sites, etc.  The ATS also creates a candidate pipeline, by tracking incoming resumes, allowing background screening, and providing tools for HR for the hiring process.

Lastly, it also automates the hiring process by creating everything from offer letters to streamlining the onboarding process.  This is supposed to be a means for making recruiting easier for corporate entities and creating a process for hiring that is mostly automated.

Does it work for business?  It sure does.

Does it work for you?  Probably not all that well if you’re reading this.

How To Create A Resume For An ATS

I referenced an article a hot second ago What’s an ATS-Friendly Resume? And How to Write One, the author, Amanda Augustine, does a great job with the information but leaves out a few details I think are important.  So let’s dive into how I write the resumes to get everything to jive together.

Creating A Magical Resume

Let me also make the following statement that will probably hurt someone’s eyes.  The original document is a text (*.txt) file.  This is how I begin composing a resume.  If you’re on PC a great free tool for this is Notepad++.  For Mac, I use Text Edit or Google Docs.  Is it basic as hell?  Yup, it’s basic and it works for what you’re about to read.

Text Document Setup

This is pretty straightforward.  You’ll need the font set to either Times New Roman or Ariel.  The font point to be 12.  That’s it!

Now we also need to set some conditions about this document.  You’re very limited to what can go into this document.  That includes character types.  You’ll want to stick with simple commas, periods, and hyphens.  Do not use the following:

• Symbols
• Equations
• Characters other than, or.
• Tabs

You’ll also want to restrict the document to 2 pages between 750 to 1000 words.  This is important because your text is restricted for entry into the ATS.

The ATS Resume Layout

At the top of the document, you’ll want your contact information:

• Name:
• Phone:
• Address:
• Email:
• Webpage:
• Portfolio:

Use the lead and colon.  This will tell the software what is going into each slot.  No, it will not add those words to your information online. So here is what it should look like.

Name: Jane Roe

Phone: 123-456-7890

Address: 123 Write Way, Portland, Oregon, 97201

Email: jane.roe@gmail.com

Webpage: https://awesome.org

Portfolio: https://my.stuff.com

Since you’re using a text file, there’s not going to be a header or footer, which makes this much easier to remember.  You also are not going to have any graphics, charts, or tables in your text file by default.

Importing information into an ATS works on text parsing.  If you haven’t guessed the ATS is looking for specific information in an explicit order.  Therefore, we need to lay out the next section with specific orders as well.  Those are:

• Summary
• Work Experience
• Education
• Skills

You’ll be writing the sections the same way you did for your contact information.  However, you’ll need to skip a line as follows:

SUMMARY:

Hire me because I’m cool and I know stuff…

WORK HISTORY:

Company Name, Month Year
Position
Description of company

• Bullet points – do not put punctuation at the end

EDUCATION:

School, City, State, ______________ of ___________ (BA, BS, MA, MS, etc.) Degree (must be fully spelled out without punctuation), Discipline, Month Year – Month Year

SKILLS:

Comma-delimited, must be annotated in work history, and know this section is an option for the ATS, so you probably will not need it.

The Big Conclusion

Here are some important points to note when you are laying out the ATS version of your resume.  Do not expect that this is going to look cool like your finalized PDF.  That’s not the point of this version of your resume.  It’s designed to get your information into a text parsing format and get it into the boxes correctly.

You’ll use your longer version that’s prettier for upload at the end when you can add additional documents.  It’s important to remember you’ll be scored and matched based on the content of the ATS version, so make sure you get the details in where they count.